Other Reimbursable Travel Expenses

Travelers will be reimbursed for the following miscellaneous expenses incurred while on University business:

  • Business office expenses (fax, copy services, telegrams/telexes, etc.)
  • Business phone calls
  • Personal phone calls-10 minute maximum
  • Currency conversion fees
  • Overnight delivery/postage
  • International phone calls can be extremely expensive.  Discretion should dictate that personal phone calls are of the shortest possible duration, not to exceed 10 minutes
  • All upgrades in travel accommodations (Business or First Class air, rail, lodging) must be pre-approved by the President of the University in advance 

Table 1-1. Travel Expenses You Can Deduct (IRS Pub. 463)

IF you have expenses for . . .

THEN you can deduct the cost of . . . 


travel by airplane, train, bus, or car between your home and your business destination. If you were provided with a free ticket or you are riding free as a result of a frequent traveler or similar program, your cost is zero.

Taxi, commuter bus, and airport limousine

fares for these and other types of transportation that take you between: The airport or station and your hotel, and

The hotel and the work location of your customers or clients, your business meeting place, or your temporary work location.

Baggage and shipping

sending baggage and sample or display material between your regular and temporary work locations.

Lodging and meals

your lodging and meals if your business trip is overnight or long enough that you need to stop for sleep or rest to properly perform your duties. Meals include amounts spent for food, beverages, taxes, and related tips. See Meals for additional rules and limits.


tips you pay for any expenses in this chart.